We are a growing industrial service company that provides high-quality solutions to our clients. We are seeking an organized and detail-oriented Office Administrator to join our team. The ideal candidate will play a key role in keeping our operations running smoothly by managing administrative tasks, safety documentation, scheduling, and light sales activities. This position requires someone who is comfortable in a dynamic work environment and has experience with office management, bookkeeping, basic purchasing processes, and employee coordination.
Key Responsibilities:
- General Administrative Tasks: Handle day-to-day administrative duties, including answering phones, managing emails, filing, and data entry.
- Safety Documentation: Maintain and update safety-related records, ensuring compliance with industry and company standards.
- Scheduling: Coordinate scheduling of field technicians, meetings, and service appointments, ensuring efficiency and timely delivery of services.
- Top of Funnel Purchasing: Assist in the procurement of office supplies, tools, and basic parts, ensuring adequate inventory levels and project progression.
- Spare Parts Sales & Quotes: Provide customers with small quotes and process sales transactions.
- Bookkeeping: Support the financial department with tasks such as invoicing, tracking payments, reconciling accounts, and managing payroll entries.
- Invoicing: Prepare and send out invoices for completed services, follow up on payments, and resolve any billing issues.
- Vendor Management: Establish and maintain relationships with vendors, manage purchase orders, and ensure timely delivery of parts and services.
- Employee Event Planning: Organize and coordinate company events, meetings, and employee appreciation activities, ensuring successful execution and engagement.
- Phone & Customer Service: Answer incoming phone calls in a professional manner, assist with customer inquiries, and direct calls as needed.
- Light HR Tasks: Assist with basic human resources tasks such as tracking employee attendance, managing new hire paperwork, and helping with employee communications.
- Office Policy Development: Help develop, implement, and maintain office policies and procedures to improve workflow and ensure compliance with company standards.
- Office Support: Provide general support for various administrative tasks as needed to ensure the office runs smoothly and efficiently.
Qualifications:
- Proven experience in an administrative role, preferably in an industrial or service-based company.
- Familiarity with safety documentation and scheduling processes.
- Basic understanding of bookkeeping and accounting principles.
- Strong organizational skills and attention to detail.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
- Experience with invoicing software (QuickBooks or similar) is a plus.
- Ability to work independently and prioritize tasks effectively.
- Event planning or coordination experience is a plus.
- HR experience or understanding of basic HR tasks is a plus.
Job Types: Full-time, Permanent
Pay: $35,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
Flexible language requirement:
Schedule:
Education:
- Secondary School (preferred)
Language:
Work Location: In person